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Minutes 09-11-08 MINUTES OF THE CEMETERY BOARD MEETING HELD ON THURSDAY, SEPTEMBER 11, 2008 AT 6:00 P.M. IN COMMISSION CHAMBERS, BOYNTON BEACH, FLORIDA PRESENT: Dale Hatch, Vice Chair Janet Prainito, Secretary Karilyn Norem Hohner Bonnie Glinski Tom Balfe, Parks Manager Jody Rivers, Parks Superintendent ABSENT: Michael Enkoff, Chair 1. Call to Order Vice Chair Hatch was the acting Chair in Mr. Enkoff's absence. The meeting was called to order at 6:01 p.m. 2. Attendance Secretary Prainito called the roll. A quorum was present. 3. Agenda Approval Ms. Prainito announced they would hear Item 8 C - a presentation by Greg Papenhausen, United Security Alliance, Inc. Before the presentation would be made; however, the members needed to rescind a motion made at the last meeting with respect to the security system. Ms. Prainito explained with a sole source vendor purchase, the vendor had to prove it was the sole source. The Board then has to explain why that was the only technology, or sole source, that could be used. Additionally, the sole source letter did not meet with the procurement standards. Also, the amount of the purchase, which was approximately $11,000, required three written quotes be obtained. There were no objections noted with respect to the change to the agenda. 4. Approval of Minutes - August 14,2008 1 Meeting Minutes Cemetery Board Boynton Beach, Florida September 11, 2008 Motion Ms. Glinski moved to approve the minutes. Ms. Hohner seconded the motion that unanimously passed. 5. Receipt of Revenue/Expense Sheets - July & August 2008 Motion Ms. Glinski moved to accept the reports. Ms. Hohner seconded the motion that unanimously passed. 6. Receipt of Sales Reports - August 2008 Motion Ms. Glinski moved to accept the Receipt of Sales Report. Ms. Prainito seconded the motion that unanimously passed. 7. Unfinished Business A. Parks Division Report - July 2008 Ms. Prainito left the dais at 6:07 p.rn. Tom Balfe, Parks Manager, presented the report for the month of July. Ms. Prainito returned to the dais at 6:08 p.rn. Motion Ms. Glinski moved to accept the report. Ms. Hohner seconded the motion that unanimously passed. B. Fountain for Boynton Beach Memorial Park (Tabled) This item remained on the table. 8. New Business A. Purchase of permanent or easy-to-install shutters for the Mausoleum Mr. Balfe suggested this item be tabled. He was waiting for the City Engineer to give direction whether they had to cover the stained glass on the Mausoleum building. He 2 Meeting Minutes Cemetery Board Boynton Beach, Florida September 11, 2008 spoke to a few shutter companies, who indicated they wanted to see what was needed before a quote was provided. Jody Rivers, Parks Superintendent, explained the stained glass was created by a famous artist, Conrad Pickel, who produced stained glass all over the world. The appraisal for the work was $140,000. He also created a small statue in the children's section of the Cemetery that was worth $24,000. B. Discuss meeting date for October due to Yom Kippur on October 9,2008 Ms. Prainito explained the next meeting falls on the Yom Kippur holiday and the meeting starts at 6:00 p.m. The members needed to decide whether to reschedule or cancel the next meeting. It was noted there would not be much on the agenda, although, the Mausoleum could become an issue next month. If so, a special meeting could be called. There was agreement to cancel the meeting and, if needed, a special meeting would be held. The next meeting would be held on November 13,2008. C. Presentation by Greg Papenhausen, United Security Alliance, Inc. Motion Ms. Prainito moved to rescind the motion (made at the previous meeting) with respect to the Archangel Security System they listened to last month. Ms. Glinski seconded the motion that unanimously passed. Greg Papenhausen, United Security Alliance, Inc., explained they have been in the surveillance and access control business for 25 years. They were located in Tampa but worked all over the country. He met with Mr. Balfe about the theft issue at the Cemetery and discussed possible remedies. One remedy was to install two "Pan,Tilt and Zoom" (PTZ) cameras, mounted on a pole in the middle of the Cemetery. He explained they were the only company that fixes and replaces any problems purchasers may have with the equipment. There were two issues associated with the equipment in Florida with outside cameras. The first issue was lightning and surges that may knock out the equipment. He explained if that occurred, they would fix and/or replace the equipment. The second issue was hurricanes. If the camera was blown down the street, the City would have to replace it, but it would be covered by the City's insurance. He advised they buy the equipment, install it and service it over a 60-month period. The cost is amortized over a five-year period, and with the current budget constraints the way they are, it was economical. They do a lot of work for the Federal Emergency Management Administration and other governments, and use SONY or Samsung equipment. 3 Meeting Minutes Cemetery Board Boynton Beach, Florida September 11, 2008 Mr. Papenhausen explained they have a "no-obsolesce clause". He explained a common issue was when they installed equipment and better equipment becomes available down the road. When that occurs, they make sure they have the updated equipment. He explained it was better not to own the equipment. A Pan, Tilt and Zoom camera views about 250 yards, thereby enabling one to see an individual or read a tag. They would be paid on a monthly basis and this arrangement worked well for outside equipment. The cost was approximately $350 per month for the 60 months and included two Pan, Tilt and Zoom cameras, and a visual recorder by Samsung or Sony. The Digital Video Recorder, which records for 30 days, was a dedicated recorder that would be housed in a building at the Cemetery. The system, which was not an alarmed system, could be accessed from any computer. The company would come to the Cemetery every 90 days and fix, clean and upgrade the software and equipment. He explained outside equipment requires maintenance. Additionally, they would be happy to provide references and advised they have a long history of doing things right. Ms. Rivers explained they were discussing the matter with the Purchasing Department. There were different types of video surveillance systems on the market and it was difficult to make a comparison of the equipment. The Purchasing Department would be reviewing different types of systems and then issue a Request for Quotes since three quotes are needed. Ms. Rivers and Mr. Balfe would work with Ms. Doppler, Purchasing Agent, who was handling the matter and then go from there. 9. Other Ms. Prainito advised she had a request for a disinterment that needed approval. Ms. Eisert would like to disinter her husband from the Mausoleum. The paperwork was in order. Motion Ms. Hohner moved to approve. Ms. Glinski seconded the motion that unanimously passed. 10. Future Agenda Items A. City Attorney to review Code Section on the Cemetery for the purpose of updating archaic language, and add definitions. B. Mausoleum Transition Team to work on: ,/ The issues of construction of the new Mausoleum building; ,/ Determining whether it is appropriate to demand funds the City is entitled to from the Boynton Mausoleum Inc., and/or compel an audit prior to contract termination; and 4 Meeting Minutes Cemetery Board Boynton Beach, Florida September 11, 2008 ./ To begin sending written requests to begin the process of Mr. Osborne turning over records to the City in anticipation of the termination of the contract in 2008; and ,/ Look at inscription costs for crypts and niches There were no changes in the status of the above. Ms. Rivers did announce; however, the agreement with Mr. Osborne at the Mausoleum was due to expire in October. It was the City's understanding that he has no intention of constructing the Peace Building. They were trying to obtain information regarding who purchased in the Peace Building so they could make arrangements to either refund their money or move their deed, if Mr. Osborne had not already done so. She advised obtaining the information has been difficult. Ms. Prainito was aware some individuals who had bought in the Peace Building were switching to other buildings, hence the request to disinter from Ms. Eisert. However, she had no idea how often it was occurring. The City had no information regarding any purchases in the Peace Building. Ms. Rivers explained the Cemetery Sexton was approached by an individual who purchased in the Peace Building. The individual received a letter from Mr. Osborne indicating they could move their deed to one of the existing Mausoleums, but they have had no direct contact with Mr. Osborne at all. On a different matter, Ms. Glinski inquired if the lanterns for the Cemetery gates were installed yet. Mr. Balfe explained they were not, and the hold-up was the fountain. Electric service needed to be installed for the lanterns, but if a fountain would be added, they should wait to service both items together. The members would wait to hear back from Chair Enkoff who had been working on this issue, and then decide whether they would move forward with a fountain or not. 11. Adjournment Motion Ms. Hohner moved to adjourn. Ms. Prainito seconded the motion that unanimously passed. The meeting adjourned at 6:24 p.m. .1 . . f" I U1 . I' I . \ I" -'I '\ L [U:l._u .--v~.uc ( f...i!./v ~J Catherine Cherry () Recording Secretary 091508 5